Document and Data Capture Experts

Our Story

Known for document capture, data extraction and document management solutions and expertise, Smartfish Corp is a specialized technical consulting firm in the Chesapeake Virginia area.

Founded in 1997, Smartfish is focused on helping enterprises optimize business performance and maximize their return on investment through superior content management applications. In addition, Smartfish specializes in IBM iSeries (AS/400) software solutions. Drawing on many years of experience in software development and content management solutions, Smartfish technologists consistently produce superior solutions to address their clients’ requirements.

Putting Your Company First

Our philosophy at Smartfish is simple: Develop excellent long-term relationships with clients by consistently delivering superior cost-effective projects combined with exceptional service and support. We achieve this by employing and retaining the most seasoned and experienced technical staff, and by our results-driven, client-centric approach. This leads to healthy, enduring relationships that both Smartfish and its clients can be proud of.

With offices in both the United States and Canada, Smartfish has been able to meet the needs of small, medium and Fortune 500 companies. Take a look at some of our recent Smartfish success stories and see what we’ve accomplished.

Business Solutions

Hover your mouse over the problem described on the flip cards below to see our solution!

I want to capture some employment applications for our document management system (DMS) and reduce the amount of data entry into the HR system. I would like the image files to be in PDF format and I want the text search feature of the DMS to be functional. What can I do?

For data, Kofax Capture automatically identifies forms and performs highly accurate recognition of handwriting (ICR), machine print (OCR), check marks (OMR) and bar codes to extract even the toughest data from scanned images. And now, Ascent has added the fast and powerful RecoStar family of OCR and ICR engines from Océ, giving administrators many more options in tuning recognition setups for your unique application, including full voting capabilities.

I already have a scanning solution (document capture) but my images always are slightly crooked and when a highliter is used on the words then they are hidden (blacked) out. What can I do?

Virtual Rescan (VRS) instantly checks and adjusts for alignment (skew), brightness, contrast, and image clarity. Any inconsistencies are immediately corrected by VRS so that only the straightest, most readable images are moved into your application. VRS will help lower data entry costs and provide more efficient operations. It really is ultimate scanning productivity tool!

I need to process 1000 invoices a day with about 5 representatives. This includes entering the data into the AP system and then filing the paper by vendor number. Is there an easy way to do this?

With the power of Kofax Transformation Modules (Ascent for Payables) you can process all your invoices the day they are received, no matter how many batches you handle each day. Picture the benefits of recording the batch number and date received, identifying the vendor and even capturing data from key invoice fields — not manually, but automatically with a high-powered document scanner. Kofax Transformation Modules helps you to quickly deliver your invoices and key data field values to your online archival and retrieval systems for further processing — without a lot of manual data entry.

I have a 5 year old scanner that has started to require monthly servicing. My daily volume has increased and I also want to start scanning some color documents. What options do I have?

We offer high quality Kodak and Fujitsu scanners to suit a variety of requirements. We will help size and select the best scanner available to meet your requirements. The scanners we recommend are certified to work with Kofax Capture.

We need a way to scan batches of documents but don’t need the full functionality of Kofax Capture. We use a desktop scanner and want to scan quality images and store them in a network folder.

Kofax Express features the full Microsoft Office 2007 user friendly experience and a smooth viewer, allowing the user to move and zoom pages easily and quickly. The unique visual representation of documents and pages cannot be found anywhere else. VRS is fully integrated into Kofax Express; all VRS features are available directly from the Kofax Express user interface. You can also use VRS correction settings to adjust the image quality after scanning.

Our office has decided to start storing some of our documents electronically. We have our head office and 3 remote offices. We want workers to be able to access documents via the internet when traveling or working from home. We want a full function system that will grow as we introduce new departments to document management.

WebDocs document management system from RJS Software is a perfect fit for any office. Use WebDocs to store, manage and route all kinds of electronic documents – iSeries spool files, invoices, work orders, faxes, reports, and forms. Paper documents can be easily scanned and stored electronically. WebDocs gives you the freedom and flexibility to get work done no matter where you are. It’s web-based. All you need is a browser to find, distribute, and share documents from anywhere – home, office, or on the road. WebDocs is available in iSeries/System i, Windows, and hosted versions.

I already use Ascent Capture to scan and extract data from my documents to feed into my system. I have many “fillable” PDF forms which my customers can download from out website, fill with their information and mail in for processing. Is there a way to capture this information more efficiently?

Adobe LifeCyle BarCoded Forms is a logical extension of Ascent Capture. The PDF “fillable” forms had a dynamic 2D barcode added to them. The form can them be submitted electronically from the internet or printed, signed and mailed in for processing. The paper version can be scanned and Ascent Capture can read all the “filled in” information from the 2D bar code. Much more efficient!

I have about 200 invoices and their related shipping documents that I process each day. I would like to capture the data from these documents and update my database. Since the volume is low and these documents do not lend themselves to “template” processing, how can I accomplish this?

SimpleCapture Pro is a click-entry capture product, making it the easiest and most reliable capture solution on the market. The Pro version of the SimpleCapture Platform allows capturing data from any typographic documents an organization faces. SimpleCapture Pro is a middle-ground solution that eliminates the pains of hand-key entry and avoids the problems of fully automated capture. Click-entry is the process of using a mouse cursor to left-click text on a scanned image versus using a keyboard to type the data. The SimpleCapture Platform takes this capture strategy and wraps it in a useful interface that accepts images from many sources and contains all the click-entry processes and settings to streamline processing.

I want a new process for onboarding my seasonal employees. It must integrate with my existing systems of record, be web based and be able to capture employment related documents from multiple channels. What software is available that will provide workflow tied into my existing software?

Total Agility provides solutions for customer onboarding, claims processing, student transcript processing, patient experience and many more. It is a versatile, open architecture platform that will work alongside existing technology investments. Total Agility extends HTML 5 interfaces and document capture capabilities to mobile devices to help reduce time and cost of data collection. All of Kofax software products are fully integrated within Total Agility.

Products

Click the arrows to view our products!

Kofax Software

Document Repositories

Document Scanners

Fujitsu and Kodak

Smartfish is a reseller of Fujitsu, and Kodak scanners, makers of the finest scanning products available in the world. Each company has a wide range of products that can fit into any budget and for any volume of scanning.

IBM Content Manager for Multi-Platforms

A robust enterprise wide product for improving your ability to capture, store, search, retrieve, collaborate, distribute and manage your business documents, giving your business the ability to streamline document related processes. Suitable for medium organizations and Fortune 500 companies that rely on IBM hardware to run their business systems.

Webdocs

(Enterprise or SMB edition) is a complete document and image management solution that gives you secure, immediate access to all your business information. Everything's in one place, where it’s easy to find, use, and share.

Pinpoint

The ideal product for a small office for filing, storing and retrieving documents of any kind. This product has all the features of larger more costly document management systems with a low price point. It can be used as “on premise”, or as a web hosted solution.

Kofax Transformation Modules

Kofax Transformation Modules is a suite of add-on applications for Kofax Capture that streamline the transformation of documents into structured electronic information, ready for delivery into business processes. It replaces manual, error-prone and expensive document sorting and data entry processes with automatic document classification, separation and data extraction.

Kofax Capture Network Server

An optional module in the Kofax Capture family allowing for remote capture via the Internet. KCNS (ACIS) is simple to set up, works over any Internet connection, and provides complete security.

Virtual Rescan

VRS is now included with almost all Scanners sold. VRS is known for producing exceptional high quality images and eliminating rescanning by creating “Perfect Scans the First Time, Every Time.” Look at how much is has improved. Version 5.1 Elite is Amazing!

Kofax Front Office Server

Kofax Front Office Server enables customer facing employees to trigger back office, business processes directly from familiar, front office equipment such as digital copiers, desktop scanners, and fax systems. Employees start processes with a few clicks at the digital copier (or similar equipment). This office automation solution reduces the days required to ship paper into just minutes via electronic transmission. Time spent shuffling, tracking, and filing that paper is replaced by customer facing activities.

Kofax Total Agility

Kofax Total Agility is a “smart application” web platform with all the features of Capture and Transformation modules embedded within. The platform allows integration with the other Kofax products like Kapow eSignature, and your other existing applications.

Other Capture Software

Custom Modules

PC Hardware

Lenovo computers – Laptops/Desktops

Lenovo strives to be a company that makes award-winning PCs for customers. Lenovo operates as a company to harness the power of innovation across a global team. Lenovo designs innovative and exciting products and services to meet customers’ needs.

Thinkpad notebooks

Desktops & all-in-ones

Workstations

Servers

Accessories and upgrades

Software

TextPlus PDF Release script

This Ascent Capture release script is designed to release PDF files with custom naming based on text, batch class or document class fields.

Webdocs Release Script

Custom script to export images and data directly into Webdocs. No need to use Batch Importer or DeliverNow.

Artsyl - Simple Capture Pro

Based on the click-entry solution. SimpleCapture is a middle ground solution that eliminates the pains of hand-key entry and avoids the problems of fully automated capture. SimpleCapture offers immediately measurable and guaranteed ROI and, because of its full visibility interface, it eliminates false positives once and for all.

Artsyl - Doc Alpha

This robust solution is an excellent fit in the most demanding high-volume, high-complexity applications and has been designed as the upgrade path for Artsyl’s entry level to mid-range product, SimpleCapture.

KODAK Capture Pro Software

A full-feature capture application that supports KODAK Scanners as well as over 160 other scanner models from many different manufacturers. With numerous automated functions, flexible scale-up, no click charges, and an array of highly versatile choices in output, KODAK Capture Pro Software delivers great return on your investment.

Canada

Irvine Ranch Water District

Water Utlity

Situation: The accounts payable department already had an invoice capture solution, which was Kofax Ascent Capture v7.5 and Xtrata Pro v4. Installed Kofax Capture v10.2 and KTM v6.1 and upgraded the existing batch classes to newest versions of Kofax software. The Xtrata invoice project was not able to be upgraded, so a new KTM invoice project was built to replicate the existing functionality. Additionally IRWD was migrating their Webdocs from iSeries to Windows, so a new custom export connector was created for Webdocs for Windows.

LeasePlan USA

Fleet Management Company

The Project: LeasePlan was using IBM’s ImageWorkstation Program (IWPM) to scan images for the Accounts Payable department into an IBM WAF/400 system. They wanted to migrate the WAF/400 5.3 system to a IBM Content manager 5.3 iSeries system. This required migrating the WAF data into CM data within the database. Additionally all the custom programming (COBOL/400) that was using WAF APIs needed to be converted to CM APIs. Some new workbasket functions had to be created to replace WAF and IWPM scanning components.

Pass & Seymour

Manufacturing Company

Situation: The accounts payable department wanted to capture invoice documents and extract the data from them where possible. The company had three ERP systems which handled different types of invoices – Non PO, PO non inventory, and PO line item for inventory. Invoices were processed for USA, Canada, UK and Europe. Created capture solution using several Kofax software products: Kofax Capture 10.1, KTM 6.0, Kofax Import connector.

Incoming invoices were scanned or imported, classified, separated, data extracted and export to the appropriate ERP system. The documents were exported to a WEBDOCS repository.

Motorists Insurance Group

Insurance Compnay

The Project: MIG had two divisions, each with a Ascent Capture systems. One was v7.5 and the other was v9.0. They wanted to build a new high availability system in Kofax Capture v10.1. They wanted to merge all the batch classes from both systems on the new capture system. They wanted to replace all the SBL validation scripts with an external web service validation program in order to standardize the rules. New scanners were acquired along with VRS elite to support the new scan stations.

The Result:

High availability Kofax capture system is running on latest supported hardware and software
created four high availability Kofax capture systems – DEV, QA, PreProd and Production to assist with future projects
Prepared company for future use of KTM, Import connector, and Kofax Monitor
Technology Solutions: Kofax Capture, VRS 5.1, Kodak i4250 scanners, Visual Studio VB.NET

Dollar Tree

Retail

The Challenge: Manage, design and develop document management solutions for several departments

The Result: The company's goal was to utilize document management technologies to achieve productivity gains for all associates. Solutions were implemented in the areas below with ongoing enhancements :

TRC

Staffing Augmentation Company

The Project: TRC staffing had a customized Ascent Capture system build with version 7.5 and written in VB6. Since Ascent Capture 7.5 was no onger supported, nor was VB6, the company needed to upgrade. They decided to upgrade all the software components and upgrade the PC hardware at the same time. This meant going from WIN XP to WIN8 workstations and from WIN2003 to WIN2012 for the server. Additionally we upgraded all the custom code from VB6 to VS2010 (.NET4 framework). Kofax Capture was upgraded to version 10.1. Virtual rescan software upgraded to v5.1 Elite.

The Result:

Custom capture system is running on latest supported hardware and software
Still able to use existing scanning hardware with WIN7 drivers
Technology Solutions: Kofax Capture, Visual Studio VB.NET

Bank of America

Financial Services Company

Situation: Assisted the lockbox division in moving to new technology including several Kofax software products: Kofax Capture 10.1, KTM 6.0, Kofax Import connector, Kofax Total Agility 6.0, Kofax Monitor, Kofax Advanced reports. Incoming mail documents were scanned on OPEX scanners, then imported, classified and separated, then data was extracted and passed into KTA workflow before being exported to another application.

Supported the credit card division using Kofax Capture to scan customer dispute documents. This entailed server upgrades and Kofax software version upgrades over several years.

Catholic Life Insurance

Life Insurance

The Challenge: Catholic Life wanted to image their large paper file room to provide for disaster recovery and utilize the office space consumed by file folders. Eventually workflow will be implemented to streamline the process of their electronic documents. In addition, they wanted to provide the reports generated by their iSeries (i5/AS400) application electronically instead of on paper. The reports would be available in the electronic archive and available to users via the intranet and eventually the internet. They decided to implement a new IBM Content Manager Enterprise Edition 8.3 for Multiplatforms document management system for their policy documents and an IBM OnDemand 8.3 for Multiplatforms for their system generated reports.

Iron Mountain

Service Bureau

Situation: Iron Mountain runs a very large North American customized scanning bureau. They were running Kofax Capture 7.5 SP7 in a Kofax Capture Network Server configuration. Over 45 remote sites with 20 central site servers. Their system provided many release scripts to various repositories.

This project entailed supporting the many clients’ new batch classes or modifications to existing batch classes. As one of several Kofax administrators, keeping all batch classes to standards was critical. Custom scripting was required for many batch classes.

Virginia Retirement System

Retiree Services

The Challenge: IBM announced that WAF/400 would no longer be supported. This required the migration of a custom WAF/400 application to a custom iSeries Content Manager application preserving the same functionality. Additionally, due to aging optical drives, there was a requirement to convert the long term document archive from optical units with a QDLS file system to a direct storage access device document archive with a QOPENSYS file system.

Susquehanna Bank

Regional Bank

The Project: Susquehanna Bank had stored iSeries (AS400) reports (both SCS and AFPDS) directly from the iSeries into OnDemand (RDARS)for many years. They had scanned documents with Kofax Capture and released them into OnDemand using ANYSTORE. The bank had acquired a new Synergy platform for storing reports and documents. In order to allow the users to search for their new documents and historical documents in just one repository, they needed the historical reports extracted along with any associated meta data and migrated to the new Synergy platform modules.

This project entailed building a custom migration process to satisfy the bank’s operational requirements as well as the technical requirements of the Synergy “ingestion” specifications. The AFP reports were extracted and converted to PDF format. The SCS and AFP reports needed a customized banner page added that contained indexing information for the report module. The extracted files were placed on the iSeries IFS from which a java utility copied these to a storage server for FTP to Synergy platform.

ODS Health Companies

Health Insurance Services

The Challenge: ODS was implementing a new claims system along with a partial migration of images from their IBM WAF/400 document management system to a new IBM Content Manager 8.3 for Multiplatforms document management system. They were using both IWPM and Ascent Capture 5.5 to scan their insurance claims forms. This required an update to the current version of Ascent Capture and new batch classes to replace the IWPM scanning and indexing functionality of WAF400.

The Result:

Upgraded Ascent Capture 5.5 to version 7.0.
Created new Ascent Capture batch classes to handle WAF file cabinet scan and index functions to replace IWPM scanning.
Created a custom release script that would release the document and index data to either a custom XML file or to the normal WAF400 environment. The release was conditional upon an index data field.
Replaced a limited statistics gathering Excel spreadsheet with the Kofax Statistics report modules to provide a fuller analysis of the entire Ascent Capture process.

LA Department of Public Safety

Government

The Challenge: The data entry task for processing the checks for driver license renewals was taking too long. LA DPS wanted to use technology to reduce the time to perform the data entry and eliminate any errors in the process. They were already scanning the checks so they wanted software which could integrate with their existing capture system.

The Result:

Ascent Capture 7.0 installed in client server configuration for twenty two scan stations.
A2iA Check Reader module for Ascent Capture read check date, check number, Account number and check amount from the check. This data was released to a file for additional processing along with the check images.
Software Virtual Re-Scan 4.0 PLUS was used to provide exception clarity, cleanness, deskewing and background removal in order to ensure accurate OCR results.